SharePoint Fest Chicago 2015

1. Establishing a
Collaboration Roadmap
#SPFChicago
SharePoint Fest Chicago - BV102

2. Matt Engibous
Email : mengibous@concurrency.com
Twitter : @mattengibous
LinkedIn : /in/mattengibous
Senior SharePoint and Office 365
consultants specializing in
business-oriented content
management solutions.
Drew Madelung
Email : dmadelung@concurrency.com
Twitter : @dmadelung
LinkedIn : /in/dmadelung
#SPFChicago

3. Why do I need a Roadmap?
What is a Roadmap?
Dos and Don’ts
How do I get started?
Takeaways
Strategies & Examples
#SPFChicago

4. “Learning how to understand how technology evolves,
using tools like a technology roadmap, is what you need
more than anything to ride on top of the tsunami instead
of being crushed by it.”
-Peter Diamandis

5. Why do I need a Roadmap?

6. Common Collaboration Deployments
Someone in IT (sometimes not…) decides that they should pilot
SharePoint or Office 365
Little to no planning
On-demand changes and updates
Minimal long term goals
Customized without best practices

7. What do you end up with?

8. Why do these projects fail?
AIIM Industry Watch 2015 http://bit.ly/1MAEK9J

9. A global sales
company has 1000+
mobile employees in
the field who need
access to a similar set
of files.
The sales team starts
to use their OneDrive
for Business sites for
their own files and
starts sharing
documents between
team members.
IT department
purchases OneDrive
for Business licenses
for all users and has a
manager share certain
documents to all
employees.
The “Shared with me”
view no longer shows
the same structure for
all employees.
The sales team uses
the “Shared with me”
area to view the
appropriate files.
Real life example
The manager who
shared the files leaves
the company and their
OneDrive for Business
site is marked for
deletion.

10. How can we stop this?

11. Roadmapping
From here to there…

12. What is a
Collaboration
Roadmap?
A plan that has a focused destination and is
driven by teamwork between business & IT that
encompasses the needs, goals and strategy of
solutions that drives or provides value to the
company.

13. What is a
Collaboration
Roadmap?

14. What really does this do?

15. Business Challenges
How do you manage
content? Where is it
being stored and is it
secured?
Can employees find
the content they need
in an efficient manner?
Do you have processes
that are time
consuming and paper
driven?
Does your solution have
value and drive user
adoption?
Do you have a long
term vision for your
content or are snap
decisions being made?
How do you control the
flow of technology to
users?

16. Not fully understanding your
current state
Not focusing on the end user
experiences
Planning solutions that are too
complex or costly
Focusing only on the technology
Limiting the solutions and
processes that you are including in
the roadmap
5 things to avoid

17. Avoid this….

18. Understand that the business is #1,
not IT!
Focus on user adoption and
personas
Have scheduled roadmap reviews
Break down your roadmap into
attainable milestones and sprints
5 things to do Include governance needs

19. Assess and identify opportunities to reduce cost through technology and process, especially
where cost can be realized on an ongoing basis.
Mitigating Risks
Improving Processes
Providing Visibility
Always work towards specific goals
Identify technology areas that present risks to the business and leverage a proactive approach
instead of a reactive approach.
Mitigating Risks Identify gaps to help eliminate inefficiencies to improve user experience and productivity.
Mitigating Risks Identify key areas of improvement around unhealthy and retired processes.
Improving ProcessesMitigating Risks Improve visibility to work processes, costs, and usage statistics.
Improving ProcessesMitigating Risks Work with the business to identify opportunities to improve overall customer satisfaction.

20. There is a strategic Business Advantage for any
company that promotes a User Centric environment.
User
Centricity
Is Key

21. Demo!

22. How do you
approach a
roadmap? Establish the foundational goals
Ensure understanding of technology solutions
Discovery workshops to better define the goals
Establish A team

23. Workshops!
Workshops…
Workshops…
Workshops…
Use a template of questions
• You need to understand the current content and solutions
Stay within the foundational goals
• Keep the main thing, the main thing
Meet with business
• Meet with the business, meet with the business
Question processes
• Live out of your imagination, not your history

24. Strategies & Examples
Unified workshop presentation in PowerPoint
Utilizing Visual Studio Team Services
Utilizing a team OneNote
Current state tracking using Excel
Building wireframes with Axure

25. Demo!

26. Example of
Roadmap
Findings
1. Content is commonly managed in File Shares and PC’s
2. Retention and disposition policies are not in place which leads to outdated
content and legal risk
3. Information and content is difficult to find with no unified search experience
4. No single source of content for workers or corporate communications
5. Managing security and knowing who has access to what content is difficult
or not possible
6. Paper documentation is commonly used and maintained
7. There are information silos in the business that lead to a lack of collaboration
8. Challenges in creating a common culture and standard communications
across the various teams
9. The existing network drives store information in an unstructured and
unsearchable fashion.

27. Example Timeline
N
6
January February March April
Taxonomy
Project Management
Site Iterations
Tasks
Analysis/ Design
Build
Legend
Pilot Phase Go-Live
Support
Phase
Implement
Phase
Learn Phase
Implement Changes
Deploy
Design/Plan
Phase
Content Analysis
Information Arch
Technical Arch
Departments and Service Content Structure
Discovery/ Roadmap
UI/UX Design
G overnance
Social Evaluationand MySites
G ather Feedback
Requirements
G overnanc e
Content Creation, Migration and Disposition
Training and Early Adopter
PilotBuild Pilot Solutions
Build Platform

28. Example Timeline #2

29. A national company
was on Google for
Work and made the
decision to move to
Office 365 for
collaboration
A roadmap was built to
align what the business
was actually doing with
new SharePoint and
OneDrive for Business
solutions and provided
a scoped estimate
Before anything
happened a team was
established that spread
across departments to
review the new
platform
During the process of
migration and build
there were scheduled
review meetings with
the original
stakeholders to ensure
alignment
With an understanding
of the available toolset,
workshops were held
with different areas of
the business to better
understand their needs
Real life example ->Roadmapped!
A new intranet that
integrated custom
workflows along with
the ability to share
externally with
OneDrive for Business
was successfully
deployed

30. OneDrive for Business
Recommendation
With established team use workshops for technology review and discovery
Bring together all discovered items and outline plan for current and future phases
Review plan with business leadership including end-user experiences
Establish a scoped timeline with ownership expectations
Have recurring meetings with the business team and the project team

31. OneDrive for Business
Takeaways
Content analysis template
Workshop presentation template
UX/UI user survey example
http://bit.ly/SPFESTBV102

32. Questions?

33. Thank you
34